FUN - Fundraising Setup (SU)

Fundraising Setup Overview

The 'Fundraising Setup' screen has a multi-tabbed layout. Click on the required tab to access fields and enter or view data.

'Fundraising Setup' is where system defaults and templates for Donor records are entered. These defaults are required to be set up before records can be entered in other screens.

Be sure you are fully conversant with these setups prior to saving when first setting up your school data.

Important!

Be aware that ALL records attached to these fields will be affected if changes are made to an existing setup. It is not a good idea to make a change to these parameters unless you are 100% sure of the outcome.

The program will operate in a viewing only mode until you select the 'Edit' button.

Fundraising Tab

This folder tab displays the next number(s) to be allocated for Donor, Donation and Pledge, with numbers maintained by the system.

User Defined Tab

User Defined Fields are fields that your school can customise to suit your school requirements. This program is used to set them up for the donor record. These fields are referenced in various programs including:

• Finance > Fundraising > Donor Information > Donors.
• Finance > Fundraising > Donor Information > Donor Grid Entry.
• Finance > Fundraising > Listings/Reports/Merges > Donor Master Listing.
• Finance > Fundraising > Listings/Reports/Merges > Donor Labels/Letter Merges.

UD (User Definable) fields enable greater flexibility for your school to create custom fields in your TASS.web database that may not necessarily be provided with the application.

To use a field, place a field label of your preference into the description fields provided. Once the label is entered, then the TASS.web software will refer to that field using the label nominated (where available) from other screens.

There are 25 fields available to use within a module, within 3 types:

1. The first group of 10 UD fields are Y/N Flag Fields.

2. The second group of 10 UD fields are Table Referenced Fields.

3. The last group of 5 UD fields are Text Fields.

Click on the 'Binoculars' icon next to Fields 11 to 20 to display the table referenced data for each respective field. Use the 'Edit' button to change a data item 'Description'. To enter an option for that table enter a 'Code' and 'Description', then press the 'Create' button.

Important!

The collapsible panel at the bottom of the screen allows the resetting of data in a user-definable field across the entire donor database. You would use this when a field has become redundant and you want to set it to a new value. Extreme caution should be exercised when using this, as potentially you will be changing the data on a field across hundreds of donor records. This function will also allow the entry of a null value.

Donor Groups Tab

Donor Groups allow each donor to be included in a logical group for reporting and other fundraising purposes. This is a mandatory field on the donor record.

As TASS.web already records some school-based information on the donor record, particularly where the donor is linked to either an Enrolled Parent, Current Parent or Past Parent, it is not necessary to set up groups to cover all these situations. We suggest that the number of Donor Groups is kept to a small number.

This folder tab will display existing groups with buttons to add, edit or delete records.

To add a new record, click the 'New' button.

A new window will open and allow you to enter a Donor Group code and description. Codes must be unique and can be up to 3 characters in length (alphanumeric).

Click the 'Save' button to add this Donor Group record; the list view will refresh to show that the new group has been added.

Examples of possible donor groups could be:

Important!

It is not necessary to set up separate groups for Enrolled, Current or Past Parents as this data is updated automatically on the donor record as the parent's status changes in TASS.web. If you do use separate groups then you will have to manually change their donor group when the parent status changes.

To edit or delete existing groups, click on the group in the list and then click the 'Edit Selected' or 'Delete Selected' buttons. A new window will open displaying the group information and prompting either to save changes or delete. If the group is already in use you will receive a warning message preventing deletion.

Donor Status Tab

'Donor Status' is a user-defined field that allows each donor to be included in a logical group for reporting and other fundraising purposes. This is a mandatory field on the donor record.

Donor Status is nominally based on the monetary value of donations made.

The actual value or other conditions required to attain or maintain a certain status is determined by the school and is not recorded within TASS.web. (It is recommended however that the school establish a written policy in this regard and use this when maintaining donor status levels.)

When creating status levels it is recommended that the description includes some prompt as to the dollar amount of donations made to achieve that level.

This folder tab will display existing status levels with buttons to add, edit or delete records.

To add a new record, click the 'New' button.

A new window will open and allow you to enter a 'Donor Status' code and description. Codes must be unique and can be up to 3 characters in length (alphanumeric).

Click the 'Save' button to add this Donor Status record; the list view will refresh to show that the new level has been added.

An example of status levels might be:

To edit or delete existing levels, click on the level in the list and then click the 'Edit Selected' or 'Delete Selected' buttons. A new window will open displaying the level information and prompting either to save changes or delete. If the level is already in use you will receive a warning message preventing deletion.

Finance > Fundraising > Donor Information > Update Donor Status is the program used to update of all donors' status based on the level of donations made by each donor.

Alternatively, the status can be changed individually by using Finance > Fundraising > Donor Information > Donors on the 'General' tab.

Occupations Tab

Use this tab to define the 'Occupations' that will be available to use in 'Occupation' fields in the following programs:

• Student Admin > Parent Records > Parent Information > Parents.
• Student Admin > Past Students > Student Information > Past Students.
• Finance > Fundraising > Donor Information > Donors.
• Student Admin > Enrolments > Enrolment Information > Enrolments (Enrolled Parent Record).

The list of occupations to be used in your TASS system can be maintained in the following programs:

• Student Admin > Parent Records > Setup Information > Parent Records Setup.
• Student Admin > Past Students > Setup Information > Past Student Setup.
• Finance > Fundraising > Setup Information > Fundraising Setup.
• Student Admin > Enrolments > Setup Information > Enrolments Setup.

Any change to 'Occupation' information in any of the above setup programs, will also update any program where occupations can be recorded or maintained.

To add a new 'Occupation', click on the 'New Occupation' button.

To 'View', 'Edit' or 'Delete' an Occupation, click on the associated link in the 'Action' column.

Enterprise Mode Only

Where You Are in the Source Company

A message will be displayed at the top of the screen 'This is the Source Company for Enterprise mode'.

The occupations that you create and maintain in the 'Source Company', will update all other companies that are Enterprise mode enabled (i.e. the other schools in your group).

Where You Are in an Enterprise Enabled Company That Is Not the Source Company

A message will be displayed at the top of the screen 'Enterprise Mode Enabled'.

Schools that are 'Enterprise Mode Enabled' (but not the 'Source Company') cannot maintain their own occupations; it must be done in the 'Source Company'.

Note Categories Tab

TASS.web provides a facility for entering and retrieving donor notes. A note category is mandatory for each note entered.

This tab is used to create and maintain 'Note Categories' for this module.

To create a new category click 'New' to add a new 'Code' and 'Note Category' description

Each 'Note Category' requires a unique alphanumeric code up to 3 characters long and a description up to 30 characters long.

Examples of donor note categories could be:

• Activity Related.
• Contribution Related.
• Volunteer Related.

To edit an existing category, highlight the appropriate line and click the 'Edit Selected' button to make description changes or the 'Delete Selected' button to delete the category.

Important!

Categories cannot be deleted after they have been used, and care should be taken when changing the description, as any existing notes entered against the category would be affected by the change.

Pledge Categories Tab

Pledge Categories is a user-defined field that allows each pledge to be included in a logical group for reporting purposes. This is an optional field and is stored against the pledge record.

This tab will display existing pledge categories with buttons to add, edit or delete records.

To add a new record, click the 'New' button.

A new window will open and allow you to enter a 'Pledge Category' code and description. Codes must be unique and can be up to 3 characters in length (alphanumeric).

Click the 'Save' button to add this record; the list view will refresh to show that the new category has been added.

Examples of possible pledge categories are:

To edit or delete existing categories, click on the category in the list and then click the 'Edit Selected' or 'Delete Selected' buttons. A new window will open displaying the category information and prompting either to save changes or delete. If the category is already in use you will receive a warning message preventing deletion.

Activities Tab

Activities form part of the tracking component of TASS.web Fundraising. They are used to categorise some form of contact between the fundraiser and the potential donor and can be used for custom reporting purposes.

This is an optional setup in so far as it is not required unless you intend to use the tracking component. If tracking is to be implemented then these setups are mandatory.

This tab will display existing activities with buttons to add, edit or delete records.

To add a new record, click the 'New' button.

A new window will open and allow you to enter an activity code and description. Codes must be unique and can be up to 3 characters in length (alphanumeric).

Click the 'Save' button to add this record; the list view will refresh to show that the new activity has been added.

Examples of possible tracking activities might be:

To edit or delete existing activities, click on the activity in the list and then click the 'Edit Selected' or 'Delete Selected' buttons. A new window will open displaying the activity information and prompting either to save changes or delete. If the activity is already in use you will receive a warning message preventing deletion.

Probabilities Tab

Probabilities form part of the tracking component of TASS.web Fundraising. They are used to categorise the likelihood that a potential donor will donate towards an appeal.

This is an optional setup in so far as it is not required unless you intend to use the tracking component. If tracking is to be implemented then these setups are mandatory.

This folder tab will display existing probability codes with buttons to add, edit or delete records. To add a new record, click the 'New' button.

A new window will open and allow you to enter a probability code and description. Codes must be unique and can be up to 3 characters in length (alphanumeric).

Click the 'Save' button to add this record; the list view will refresh to show that the new probability has been added.

An example of probabilities might be:

Or alternatively:

To edit or delete existing codes, click on the 'Probability' in the list and then click the 'Edit Selected' or 'Delete Selected' buttons. A new window will open displaying the probability information and prompting either to save changes or delete. If the code is already in use you will receive a warning message preventing deletion.

Events

The event management component of TASS.web is available in the Fundraising module through program Finance > Fundraising > Events > Populate an Event or as a stand-alone offering Student Admin > Events > Event Organiser.

The 'Events' tab is used to create a database record for upcoming school events.

There are three parts to event setup represented by collapsible panels:

1. Event Information.

2. Event Costs (optional).

3. Event UD Fields (optional).

The 'Event Costs' collapsible panel has three price fields and a cost field to optionally record ticket prices and other event costs.

The Event UD Fields collapsible panel has five user-defined text fields to optionally record other event-related data, e.g. table numbers and food preferences.

The 'Event' tab will display existing events with buttons to add, view, edit or delete records.

To add a new record, click the 'New' button.

Once the event details have been entered click the 'Save' button to add this record; the list view will refresh to show that the new event has been added.

To view, edit or delete existing events, click on the event in the list and then click the 'View Selected', 'Edit Selected' or 'Delete Selected' buttons. A new window (similar to above) will open displaying the event information and prompting either to save changes or delete.

If the event already has data entered against it you will receive a warning message preventing deletion.

Event Types

'Event Types' form part of the event management component of TASS.web. They are used to group events for reporting purposes but also can be used to record a donor's preference for the types of events that he/she likes to attend. This can be beneficial when targeting donors for specific events.

This is an optional setup in so far as it is not required unless you intend to use the event management component. If event management is to be implemented then these setups are mandatory.

This tab will display existing event types with buttons to add, edit or delete records.

To add a new record, click the 'New' button.

A new window will open and allow you to enter an event type code and description. Codes must be unique and can be up to 3 characters in length (alphanumeric).

Click the 'Save' button to add this record; the list view will refresh to show that the new event type has been added.

Possible examples of event types are:

To edit or delete existing codes, click on the event type in the list and then click the 'Edit Selected' or 'Delete Selected' buttons. A new window will open displaying the event type information and prompting either to save changes or delete. If the code is already in use you will receive a warning message preventing deletion.

Appeals Tab

Fundraising within TASS.web is based around 'Appeals' with all data — donations, pledges, tracking, events etc., recorded against a specific donor/appeal combination.

Fields that require further explanation
Appeal Code	A unique code of up to 4 characters in length (alphanumeric).
Appeal Description	A short description field of up to 50 characters.
Starting Date	A date field to record when the appeal started.
Closing Date	A date field to record when the appeal is due to close.
Appeal Type	A single character field that can be used for reporting purposes.
Amount Pledged	Updated automatically, this field records the total of all pledged amounts for this appeal.
Donations Amount	Updated automatically, this field records the total of all donations received for this appeal.
Cost Amount	An optional field to record the amount expected to be raised, the cost of running the appeal, project cost or some other cost.
Comments	This field can be used to record additional information relating to the appeal, e.g. details of the appeal purpose which can later be extracted for mailout purposes. This field has spell check capability.

The 'Appeals' tab will display existing appeals with buttons to add, view, edit or delete records.

To add a new record, click the 'New' button.

Once the appeal details have been entered click the 'Save' button to add this record; the list view will refresh to show that the new appeal has been added.

To view, edit or delete existing appeals, click on the appeal in the list and then click the 'View Selected', 'Edit Selected' or 'Delete Selected' buttons. A new window (similar to above) will open displaying the appeal information and prompting either to save changes or delete.

If the appeal already has data entered against it you will receive a warning message preventing deletion.